Property Assistant

POSITION SUMMARY:

Provide support services to property management and field personnel including:  telephone support; invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; coordinating tenant request for services; and maintaining filing system.  Assist Property Managers with tenant move in/move out.

ESSENTIAL FUNCTIONS:

1. Administrative Support -   
   • Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed. 
   • Assist in ordering uniforms and provides technology support. 
   • Order office supplies and plans office events.
   • Maintain office equipment and equipment service agreements. 
   • Maintain lease files and other files as necessary. 
   • Administer the automated work order system and train new engineers on using the software as necessary.
2. Tenant Relations -  
   • Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
   • Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
   • Provides emergency and safety information to tenants.
   • Coordinate the scheduling of evacuation drills, etc.
   • Prepare proposals and invoices for additional services and utilities.   
   • Coordinate with Property Manager and vendor to plan tenant events. 
   • Coordinate security access information requests and emergency contacts lists. 
   • Activate/deactivate property access cards.
3. Operations - 
   • Coordinate with Property Managers and building personnel for tenant move in/move out.
   • Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
   • Generate tenant “welcome” letter, handbook and appropriate welcome gift.
   • Coordinate with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications. 
4. Service Contracts -
   • Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact. 
   • Maintain tickler file for service contract expirations. 
   • Maintain up-to-date approved service contract list. 
   • Submit insurance claims to company.
5. Accounting - 
   • Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines. 
   • Research invoices and follow-up with vendors as needed. 

SECONDARY RESPONSIBILITIES:

• Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
• Assist in budget preparation.
• Perform other job related duties as assigned.

QUALIFICATIONS:

Education - High School Diploma or equivalent.

Professional Experience - Minimum of 2 years of administrative experience.

Computer Skills - 

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.
• Familiarity using graphics presentation programs preferred.

Mobility - N/A

Other Requirements - 

• Exceptional organizational skills.
• Ability to type a 55 WPM accurately.
• Exceptional interpersonal and customer service abilities.
• Strong verbal and written skills preferred.
• May be required to carry and maintain appropriate government credentials.